An event management app can be a great help in streamlining the event planning and event organizing processes.
Event planning, as we know, can be a very complex process involving many different variables, which will be even more complex the larger the event is. This is where having the right event management app can make a significant difference.
However, with all the different options available in the market, choosing the right event management app for your needs can be easier said than done, especially if you don’t know what to look for.
In this guide, we will discuss how to effectively choose an event management app, and without further ado, let us begin.
Why Do You Need An Event Management App?
An event management app is a software solution that is designed to help event planners manage their events to ensure success.
An all-in-one event management app will help the event planner cover all the different aspects of the event’s lifecycle: registration and check-in, budget management, team collaboration management, sponsorship management, and others.
With that being said, an event management app will offer numerous benefits for the event planner, including:
- Free your team from administrative tasks
An event management app can streamline and automate administrative tasks of the event planning like providing useful document templates, automated reporting, and other useful tools.
With these tools, we can free up the event team’s valuable time from performing administrative tasks like manually creating sponsorship proposals, generating budgets, responding to potential partners/sponsors, etc. Instead, we can use our valuable time on the tasks that matter more to the event’s success.
- Improving communication and collaboration
Unless you are doing everything by yourself, event planning relies on team collaboration and communication.
You’ll need to communicate a lot whether with your team internally and with vendors, talents/speakers, and sponsors.
An event management app streamlines communication and facilitates effective collaboration.
- Analytics and reporting for more effective decision-making
An event management app can help you automatically generate reports with accurate analytics. These reports can be a very valuable tool for event planners to quickly and effectively identify problem areas so you can build better events for your target attendees.
- Enhance attendee experience
An event management app can also offer various benefits for attendees and participants: streamlining the registration process, submitting surveys, automatic reminders/notifications, and more. An event management app helps you deliver a better attendee experience to establish your reputation as an established event planner.
Features To Look for In an Event Management App
Here we will discuss the top features you should look for in an event management app to ensure successful event planning:
- Team collaboration features
If your team can’t communicate and collaborate well, your event won’t be successful, period.
Consider essential communication and collaboration features including:
- Centralized collaboration hub allowing file sharing and real-time feedback
- Scheduling and time-tracking
- Budget management features
- Intuitive progress update features
- Monitoring, analytics, reporting, and evaluation features
Also, if you also use other collaboration tools and solutions, consider whether the event management app can integrate with your existing tools.
The event management app should be versatile enough by allowing you to add more user permissions as necessary, which can help in situations when you need to add new volunteers, vendors, and external parties to the discussion.
- Streamlined and secure event registration
Most event management apps offer at least basic event registration features, but it’s crucial to choose a solution that offers easy registration for your attendees, but at the same time is also reliable and secure.
Look for the following features:
- Customizable registration forms so you can optimize the form to only ask for the information you need
- Secure online payment and must offer at least popular payment options like credit card payment, bank transfer, PayPal, and Stripe.
- Customizable ticketing module so you can offer different ticket types at different prices depending on your needs (i.e. early bird discounts, VIP vs general admission, etc. )
- Secure database for storing attendees’ confidential information
Finding the right balance between ease of use and security is crucial when managing attendee registrations and receiving payment. Also, check how fast you can collect registration payments, which can help in managing your event’s cash flow.
- Event program/agenda management
Today’s events often involve more than one activity in a single event. For example, a conference may involve keynote speaker sessions, Q&A sessions, and entertainments, among other activities.
The event management app must be versatile enough in assisting you in managing all these different activities. For example, by allowing attendees to register for separate activities in different modules.
- Attendee tracking and management
Another important feature to consider is attendee management.
The importance of managing your event’s guest list shouldn’t be underestimated, and it can grow more complex the larger your event goes.
Consider the following variables:
- How to facilitate check-ins and streamline the check-in process
- Managing effective communications within the venue
- Controlling access to different event activities and different sections of the venue (for an in-person event)
- Tracking attendees’ activities during sessions (especially for virtual events)
It’s crucial to choose an events management app that offers a reliable attendee tracking and management feature to help the event planner effectively manage its guest list.
- Event marketing features
The event management app must also offer features that can help event planners monitor and manage various marketing activities: social media marketing, email marketing, and so on.
If the event management app can integrate with popular analytics tools (i.e. Google Analytics), then it’s an added bonus, but by itself, the event management app should offer adequate analytics and reporting features to help event planners analyze the performance of their marketing campaigns.
If you need a professional event management app that is equipped with crucial and strategic event management features to manage small, medium, to large-scale events, then Eventtia can be your best solution.
Eventtia offers all the essential event management features you’ll need in planning, organizing, and hosting your successful event from facilitating team collaboration, scheduling, managing registration and check-ins, and others.